Position: Senior Administrative Assistant
Industry: Interior Design / Interior Design-Related Businesses
Employment Type: Full-Time, Salaried Exempt
Core Hours: Monday – Friday 9:00a – 4:00p In Office
Location: Carrollton/Addison, Texas
Compensation Range: $50,000/year - $55,000/year depending on qualifications
Reports To: Director of Operations
Key Working Relationship: Owner/CEO and Director of Operations
We are seeking an experienced, highly organized Senior Administrative Assistant to serve as a trusted partner to the Owner/CEO and Operations Director of established interior design-related businesses. The ideal candidate has experience supporting a business owner or senior executive and excels at staying several steps ahead in a fast-moving environment.
This is more than a task-based administrative role. We are looking for someone who takes ownership, anticipates needs, manages competing priorities, and ensures important details and commitments do not fall through the cracks. The right individual will become a valued right-hand resource whose initiative, organization, and follow-through directly increase the effectiveness of leadership.
PLEASE NOTE: This is an executive administration and office management career opportunity but is not a gateway opportunity to become an interior designer
EXECUTIVE SUPPORT
- Manage the calendar(s), meetings, appointments, scheduling priorities, and commitments across multiple businesses
- Prepare for meetings by organizing correspondence, agendas, documents, background information, and follow-up items
- Coordinate meetings, travel, registrations, reservations, and other executive logistics
- Draft professional correspondence, documents, presentations, and communications for the Owner/CEO and/or Operations Director’s review prior to sending
- Track executive commitments, deadlines, decisions, and action items and proactively follow up until matters are resolved
- Anticipate administrative needs and identify issues requiring attention before they become urgent
- Handle confidential business, financial, personnel, and executive information with exceptional discretion
- Run errands as needed (business mileage is reimbursable)
EXECUTIVE EMAIL & INBOX MANAGEMENT
A significant responsibility for this position will be helping the Owner/CEO effectively manage business email and communications.
Proactively monitor, organize, and triage executive email inboxes, including but not limited to:
- Identify messages requiring immediate attention, decisions, delegation, or follow-up
- Draft routine responses in the Owner/CEO’s professional voice and respond directly when authorized
- Route matters that do not require executive involvement to the appropriate individual.
- Track unanswered communications and outstanding follow-up
- Coordinate scheduling requests and reduce unnecessary administrative email traffic reaching the Owner/CEO
- Create systems, folders, rules, templates, and processes that keep executive communications organized and manageable
The goal is to meaningfully reduce the Owner/CEO’s administrative email burden while ensuring important communications receive appropriate attention and follow-through.
BUSINESS ADMINISTRATION SUPPORT
Support the Owner/CEO and Director of Operations with administrative and operational needs including but not limited to:
- Answer business calls and professionally greet clients, vendors, and guests
- Maintain organized client, business, and electronic records
- Coordinate appointments, office supplies, vendors, services, and routine office needs
- Create and improve administrative forms, templates, trackers, and processes
- Assist with light bookkeeping administration, deposits, receipts, credit-card reconciliation, expense documentation, and records for the company's CPA
- Run errands as needed (business mileage is reimbursable)
PURCHASING & ORDER COORDINATION
- Create purchase orders, place approved vendor orders and review acknowledgments for accuracy
- Track orders through production, shipping, delivery, and installation and prep weekly client update emails for the Operations Director’s review before sending
- Receive small orders, inspect and properly store in office storage area (keep organized)
- Communicate with vendors regarding status, delays, damages, replacements, and discrepancies and maintain accurate order documentation and status information
- Coordinate deliveries and installations with the design team
OTHER DUTIES AS ASSIGNED
DESIRED QUALIFICATIONS
- Demonstrated experience as an Executive Assistant, Senior Administrative Assistant, Business Administrator, or similar professional role with experience directly supporting a business owner, CEO, or multiple executives strongly preferred
- Experience managing an executive's email inbox and calendar strongly preferred
- Light bookkeeping support experience
- Exceptional organization, accuracy, and attention to detail
- Excellent written and verbal communication skills
- Strong proficiency with Microsoft Outlook, Excel, PowerPoint & Word (Canva a plus)
- Strong technology skills and ability to quickly learn new systems and productivity tools
- Ability to independently manage multiple priorities and deadlines using professional judgment and exceptional discretion with confidential information
- Project management or project coordination experience is a plus
- Punctual – arrives on time, rarely absent and works full set of hours
- Attitude / Respectfulness – shows initiative, optimism, positive attitude, respect leadership, coworkers, clients and vendors
- Flexibility, highly adaptable, self-motivated and forward thinker
- Other duties as assigned
TO APPLY
Please submit your resume and cover letter describing your relevant work experience related to this opportunity. We look forward to hearing from you!
